Complexity
made simple

Purpose of the study: To better understand the factors associated with systematic management of risks among MSEs supported by OiRA / online tools or opting for other approaches.

Key question: How is OiRA used and how its application differs from other approaches? What can be strengthened?

Specific questions:

• What motivates MSEs to carry out RA?
• What are the obstacles to systematic RA?
• How do MSEs find and choose specific RA approaches?
• How is OiRA used? What other approaches are used and how?
• What is appreciated in selected RA approaches?
• How are employees involved in RA?
• What could be improved?

Methodology: Qualitative in-depth study with focus on primary data collection (semi-structured interviews).

Sample: 40 interviews from sectors where French OiRA is available.

OiRA

23 Companies (experience using OiRA in the past, currently or, at least, they have lauchned their first RA with the tool)
3 Intermediaries

Other approaches

6 Other interactive tools (Aquiline +, Previsoft, SAP, Phytagore, Qualnet, Animes and SIGMA)
9 Traditional approaches (Excel tables and manuals on RA or external services)

• Fulfills its role of increasing systematic RA among MSEs
• Popular among companies that either had no 
systematic RA approach before or used Excel tables
• Highly appreciated and recommended by its users
• Practical, user-friendly, intuitive and manageable
• Offers an action plan which strengthens commitment;
• Enhances involvement of employees in RA, helps streamline OSH discussions and supports transparency at the companies
• Helps companies consider new risks and new aspects of OSH

“The tool is very useful and went even beyond the company’s needs because we didn’t think to have a follow-up report / action plan at the end of the RA when we started. It went beyond our expectations”.
Manager, optician

Motivation to carry out RA

OiRA users

• Need for compliance with legal requirements on OSH
• Visible desire to ensure safety, health and well-being of employees

Non-OiRA

• Compliance with legal requirements, followed by the need to care for the health, safety and well-being of employees
• Other software: Need to avoid accidents and ensure safety of employees

Understanding of OSH/RA

OiRA users

• Very good and clear

Non-OiRA

• Not entirely clear, sometimes mistaken for fire drills only, sometimes not clearly separated from overall business management
  Involvement of employees in RA

OiRA users

• Strong and diversified

Non-OiRA

• Limited and challenging

Sources of information 

• Word of mouth / recommendation from colleagues
• General Internet search
• Trade union
• INRS website (National Research and Safety Institute and french OiRA partner)
• Suggestion from OSH expert

What does OiRA replace?

• It was the first RA experience for many companies
• Replaces Excel sheet

“I started off searching for information and, as I came across the website, I instantaneously got drawn to it. I started looking at the process, and I went further and further into it. It was very intuitive, relevant, and engaging […] So it seemed logical just to continue filling it in, even though I initially didn’t envisage completing it that day”. 
Co-owner, restaurant 

“Excel sheets weren’t bad but dematerialized digital tools are better because they avoid mistakes. When we were working on Excel sheets, we had to add risks and measures on our own and do the whole research work, so it was easy to forget about something. Besides, some Excel sheets do not apply to our sector whereas OiRA is adapted to our activity.” 
Manager, e-commerce 

Very intuitive, easy to navigate, with simple and accessible language; only few hours to learn it

“There is the main thread, and we see all the sections. There are possibilities to add remarks […] so it’s dynamic. You learn by using the tool so it’s easy to understand it”.
Manager, transport sector

Provides a good structure and makes RA manageable

“It’s a really good tool. It also makes you think about things. For example there was a question about whether we own a lift. We do not, but it made me think about other things such as the staircase or the ramp etc. It makes you think about other possible scenarios, it ́s not a tick-box situation”.
Co-owner, restaurant

Possibility of re-visiting the tool is appreciated, saving the work that was done for later

• Companies would use it during labour inspectorate visit as proof of a completed RA
• The fact that tailored risks can be added is highly valued
• Action plan is highly appreciated as a good structure for follow up work on health and safety
• OiRA is said to raise awareness among employees
• Legitimacy coming from INRS makes OiRA trustworthy

“I think the tool has seduced people who use it and employees who see the implementation of an effective and credible action plan.” 
Manager, logistics and transport 

“The INRS has the stamp of the French government which shows a certain seriousness and credibility. The fact of having the support of the government adds confidence to the tool.” 
Manager, IT sector 

• Involving employees is reported by many as a need but also a challenge (due to reported low interest and low awareness)
• OiRA users report greater involvement of employees than other two groups
• OiRA helps ‘spread the word’ about OSH and RA in the company, helps accountability
• Employees are not often involved in working with the tool directly but consulted based on printed risk list. OiRA reports and action plans are often printed and shared with the employees

“It took three months to complete the RA. That’s a long time, but you need people to get involved, this included going back to the shop floor. The software is quick, but you need people not only to participate, but also to respect the rules. OiRA works well as a psychological tool more than anything else. It favors compliance on the part of employees. […] We printed completed OiRA. This is very important for the employees to be aware of and respect it.” 
Accountant, waste management sector 

• Helps accountability 
• Corresponding well to the identified risks and circumstances
• Motivational value
• Good reminder, ensuring ongoing work on OSH
• Implementing some measures is a challenge
• Can be further tailored which is an asset

“Seeing the action plan displayed, visualizing it and seeing the progress is much more motivating for the whole team. […] it is very good, but it could be a little more personalized to our profession”. 
Manager, optician. 

Clear message: 

• Adding new features such as ‘near miss’, regulatory updates, certificate of completion (for labour inspectors), chat option
• Personalised ‘human’ support: somebody to verify if company’s perception of risks is correct

Not conclusive from the study:

• Layout: some appreciate simplicity, others call for more engaging interface
• Level of detail: some think the questions and measures very well reflect circumstances, others recommend more tailoring, some call for less detail

“A good idea would be to have a personalized follow- up, for example a person in charge of the inspection of the site who could answer questions and propose recommendations according to the company’s context.” 
Accountant, accountancy services 

• OiRA should continue being advertised as a tool best suited to SMEs, especially those at the very beginning of their systematic RA processes. Highlighting tool’s user-friendliness, intuitive approach and possibility to structure the RA process in a time-saving and sector-specific manner helps to engage new companies.
• Promoting the fact that OiRA is developed and/or endorsed by national public authorities which enhances the tool’s legitimacy and appeal and is seen as a guarantee of the quality and respectability of the software.
• Highlighting the fact that OiRA tools are developed in close collaboration with the social and industry partners and, as such, reflect well the circumstances of different sectors is key to promoting the tool as context specific, not generic.